Working Procedure

Payment & Shipping Procedure

FOB Douala Port, Cameroon – 30% Advance / 70% Against Shipping Documents

The following procedure governs all export transactions unless otherwise agreed in writing.

1. Request for Quotation (RFQ)

The Buyer submits an inquiry containing:

• Product specifications
• Dimensions and quantities required
• Target volume (CBM)
• Destination country
• Intended application (if applicable)
• Company information
• Contact person details

Upon receipt, ETS JASPARH reviews the request and confirms availability.

2. Commercial Offer

ETS JASPARH issues a formal quotation containing:

• Product description
• Species (Iroko – Milicia excelsa)
• Grade
• Moisture content
• Dimensions
• Volume
• FOB Douala price
• Estimated lead time
• Payment terms
• Validity period of quotation

3. Order Confirmation

Once the Buyer accepts the quotation:

• Buyer issues a Purchase Order (PO) or written acceptance.
• Both parties finalize specifications.
• Sales Contract is prepared and signed.

The signed contract becomes legally binding.

4. Proforma Invoice Issuance

After contract execution:

ETS JASPARH issues a Proforma Invoice containing:

• Contract reference number
• Product specifications
• Quantity
• FOB Douala price
• Total contract value
• Banking details
• Payment schedule

5. Initial Deposit Payment

Buyer transfers:

30% Advance Payment by Telegraphic Transfer (T/T)

The advance payment serves to:

• Reserve inventory
• Secure production capacity
• Cover preparation and logistics costs
• Schedule export operations

Production and shipment scheduling begin only after funds are received and confirmed by the Seller's bank.

6. Production, Preparation & Quality Control

Following receipt of the deposit:

ETS JASPARH performs:

• Material selection
• Grading inspection
• Dimension verification
• Moisture content verification
• Bundle preparation
• Marking and identification
• Final quality inspection

Photographs and videos may be shared with the Buyer upon request.

7. Export Documentation Preparation

Prior to shipment, ETS JASPARH prepares all applicable export documentation, including:

• Commercial Invoice
• Packing List
• Certificate of Origin
• Phytosanitary Certificate
• Export Permit(s)
• Any other legally required documentation

8. Container Loading

The cargo is:

• Transported to Port of Douala
• Loaded into export containers
• Sealed under export procedures
• Delivered to the shipping line

Container numbers and seal numbers are recorded.

9. On-Board Shipment

The cargo is loaded aboard the vessel.

The shipping line issues:

Original Bill of Lading (B/L)

The Bill of Lading shall be issued:

“TO ORDER”

This means ownership of the cargo remains under Seller's control until final payment is received.

10. Shipping Notification

Immediately after vessel departure, ETS JASPARH sends:

• Shipping Advice
• Vessel Name
• Voyage Number
• ETD (Estimated Time of Departure)
• ETA (Estimated Time of Arrival)
• Container Numbers
• Seal Numbers

11. Presentation of Shipping Documents

After shipment:

ETS JASPARH sends scanned copies of:

• Commercial Invoice
• Packing List
• Certificate of Origin
• Phytosanitary Certificate
• Bill of Lading (front side)

These scanned documents serve solely as evidence of shipment.

They do not transfer ownership rights.

12. Final Payment

Upon receipt and verification of scanned shipping documents:

Buyer transfers:

70% Remaining Balance by Telegraphic Transfer (T/T)

Ownership of the cargo is not transferred until:

• Full payment has been received.
• Funds have been credited and cleared in Seller's account.

Bank transfer confirmation alone does not constitute payment.

Only cleared funds are accepted.

13. Bill of Lading Endorsement

After confirmation of final payment:

ETS JASPARH endorses the Original Bill of Lading.

The endorsement transfers legal title of the cargo to the Buyer.

The endorsed Bill of Lading enables cargo release at destination.

14. Dispatch of Original Documents

After endorsement:

ETS JASPARH dispatches original documents by DHL, FedEx, UPS, or equivalent courier.

The document package typically includes:

• Original Bill of Lading
• Commercial Invoice
• Packing List
• Certificate of Origin
• Phytosanitary Certificate
• Additional documents if required

Tracking information is provided to Buyer.

15. Arrival at Destination Port

Upon vessel arrival:

Buyer receives notification from:

• Shipping Line
• Local Agent
• Freight Forwarder

Buyer prepares customs clearance.

16. Cargo Release

Buyer presents:

• Endorsed Original Bill of Lading
• Import documentation
• Customs documentation

The shipping line then issues:

Delivery Order (D/O)

The Delivery Order authorizes cargo release.

17. Customs Clearance

Buyer is solely responsible for:

• Import licenses
• Customs duties
• VAT
• Port charges
• Inspection fees
• Local transportation
• Storage charges
• Demurrage and detention charges

under FOB Incoterms 2020.

18. Completion of Transaction

The transaction is considered completed when:

• Cargo has been released to Buyer.
• All contractual payments have been received.
• All contractual obligations have been fulfilled.